Chapter 8: Emails and Memos


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  • Chapter 8: Emails and Memos

    1. 1. 8 - 1 Business Communication: Process and Product , Mary Ellen Guffey, South-Western.
    2. 2. Read Article re: Email <ul><li>According to the article……. </li></ul><ul><li>What are some advantages of email? </li></ul><ul><li>What are some disadvantages of email? </li></ul><ul><li>What do you think is the most important point made in the article? </li></ul>
    3. 3. Email vs. Memo <ul><li>What’s the difference?? </li></ul><ul><li>Differences in formatting? </li></ul>
    4. 4. Characteristics of Successful Memos and E-Mail Messages <ul><li>Headings: To, From, Date, Subject </li></ul><ul><li>Single topic </li></ul><ul><li>Conversational tone </li></ul><ul><li>Conciseness </li></ul><ul><li>Graphic highlighting </li></ul>8 - 2
    5. 5. Organization of Memos <ul><li>Subject line </li></ul><ul><li>Opening </li></ul><ul><li>Body </li></ul><ul><li>Closing </li></ul>8 - 7
    6. 6. Subject Line <ul><li>Summarize the main idea. </li></ul><ul><li>Budget Meeting June 3, 10 a.m. </li></ul>8 - 8
    7. 7. Opening <ul><li>Start directly; restate and amplify the main idea. </li></ul><ul><li>Indirect (ineffective) opening: </li></ul><ul><li>This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. </li></ul><ul><li>Direct (effective) opening: </li></ul><ul><li>All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments. </li></ul>8 - 9
    8. 8. Body <ul><li>Explain and discuss the topic. </li></ul><ul><li>Use graphic highlighting to facilitate reading, comprehension, and retention. </li></ul><ul><li>Consider columns, headings, enumerations, bulleted lists, and so forth. </li></ul>8 - 10
    9. 9. Closing <ul><li>Request action, including an end date. </li></ul><ul><li>Summarize the message, or </li></ul><ul><li>Provide a closing thought. </li></ul>8 - 11
    10. 10. Memo Formatting <ul><li>Line up all heading words with those following Subject . </li></ul><ul><li>Leave side margins of about 1¼ inches. </li></ul><ul><li>Indent the lines following bulleted or enumerated items. </li></ul><ul><li>Use ragged line endings, not justified. </li></ul><ul><li>Don’t include complimentary close or signature. </li></ul>8 - 12
    11. 11. Leave side margins of about 1¼ inches. 8 - 13 1¼ inch margin 1¼ inch margin
    12. 12. Line up all heading words with those following Subject. 8 - 15 To: Rob Montaine From: Heidi Chan Subject: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization.
    13. 13. Don’t include complimentary close or signature. 8 - 16 Please examine the enclosed samples and call me if you have additional questions. Enclosures Sincerely,
    14. 14. KINDS OF MEMOS <ul><li>Procedure and Information Memos </li></ul><ul><li>Request and Reply Memos </li></ul><ul><li>Confirmation Memos </li></ul>8 - 17
    15. 15. Procedure and Information Memos <ul><li>These routine messages usually flow downward; they deliver company information and describe procedures. </li></ul><ul><li>Tone is important; managers seek employee participation and cooperation. </li></ul><ul><li>Express ideas positively </li></ul><ul><li>Give reasons for policies </li></ul><ul><li>Suggest benefits to readers </li></ul>8 - 18
    16. 16. Confirmation Memos <ul><li>Also called “to-file” reports or “incident” reports. </li></ul><ul><li>Record oral decisions, directives, and discussions. </li></ul><ul><li>Include names and titles of people involved. </li></ul><ul><li>Itemize major issues and request confirmation from the receiver. </li></ul>8 - 26
    17. 17. Smart E-Mail Practices <ul><li>Get the address right. </li></ul><ul><li>Avoid misleading subject lines. </li></ul><ul><li>Be concise. </li></ul><ul><li>Don’t send anything you wouldn’t want published. </li></ul><ul><li>Don’t use e-mail to avoid contact. </li></ul><ul><li>Use graphical highlighting </li></ul>8 - 33
    18. 18. The Six Most Common Mistakes in Sending E-Mail 8 - 35 1. Address goofs 2. Lengthy messages or attachments 3. Misleading subject lines 4. Inappropriate content (such as delivering bad . . . news) 5. Instant indiscretions (angry or thoughtless . . . . . statements) 6. Reckless copying
    19. 19. Greg’s Email Goofs <ul><li>Goof #1 </li></ul><ul><ul><li>email to Fox 49 </li></ul></ul><ul><li>Goof #2 </li></ul><ul><ul><li>email to business faculty </li></ul></ul>
    20. 20. Email Assignment 8 - 35 <ul><li>Your boss is making a business trip to a foreign country (you choose). Your boss has asked that you prepare a short 1 - 2 page memo describing the country. Info. to include may include population, capital, major cities, major religions, languages, info on economy and weather. Include a small map in your memo. </li></ul><ul><li>Please prepare in Word. </li></ul><ul><li>Suggested info. source is </li></ul>
    21. 21. In Class Assignment <ul><li>Go to instructor’s web site </li></ul><ul><li>Click on link to Web-CT initial log in </li></ul><ul><li>Determine your Web CT log in (write it down!) </li></ul><ul><li>Click on “Discussion Board” and follow assignment posted for today </li></ul>
    22. 22. Email and Research Group Assignment 8 - 35 Your boss is meeting with representatives at Foster Wheeler to discuss a potential high level business relationship. He’s asked for a short memo from you summarizing the firm’s activities and performance. Using on-line research for information, prepare a short memo to your boss that succinctly addresses his request. Groups will meet back in class at 11:10 to present their documents to the class
    23. 23. 8 - 36 End